ESTACADA CEMETERY MAINTENANCE DISTRICT MINUTES

BOARD OF DIRECTORS MEETING

VIEWPOINT RESTAURANT

May 7, 2004 – 8:00 AM

1. CALL TO ORDER

The meeting was called to order at 8:00 am.

2. ROLL CALL

Present: Gary Ames, Leroy Layton, Bob Akins, Jerry Griggs, Traci Hovda, guests Joe & Wilma Gutridge.

3. APPROVE MINUTES OF APRIL 2, 2004 REGULAR MEETING

Consensus was to approve the minutes as presented.

4. NEW BUSINESS

None.

5. OLD BUSINESS

• Financial Status Update – Traci reviewed the latest forecast which shows enough cash available for operations through June 30^th, considering the fact that Jerry is released for full duties as of May 1^st. The District will have a cash short fall of approximately $15,000 by November, before the taxes come in.

• Sexton vs. Contractual Services Discussion – consensus was that the Board wants to find a way to keep the Sexton employed full-time. It would be too much of a loss to the District if Jerry was not on board.

• Budget Plan – Traci explained that in preparing the proposed budget for the 2004-05 fiscal year, keeping all expenses at their current level, except health insurance (which is expected to rise over 11%, the budget is short of revenue by approximately $6,000. The Board plans on raising this money through donation.

• November Election – consensus was that the Board would not pursue a temporary operating levy this November. While the District desperately needs one, and cannot continue to operate on it’s 1964 tax base, it costs the District too much money and it has failed the past 3 times we have tried.

• Non-profit/donations status – Traci explained that we still have not received a determination letter from the IRS, but it is doubtful that we currently have a tax exempt status. We do qualify for a 501c 13, but it costs $500 to apply for it. Traci has talked with the Estacada Community Foundation, and they have agreed that if anyone would like to have their donation to us be tax exempt, then they can make the donation to the Foundation on our behalf and they will pass it through to us.

Bob circulated letters asking for donations, he delivered them personally to businesses throughout town. So far, Cascade Utilities has been the only business generous enough to make a donation. Consensus was that each Board member will continue to distribute Bob’s letter to businesses and families in the area in hopes of raising more donations. The Board and Sexton will identify 15-20 families from different Cemeteries to have Traci send the letter to each month. The Board will contact the local newspaper and ask them to do a story on the dire needs of the District. Perhaps the paper will even agree to some sort of monthly story, and maybe an insert.

The Board discussed the possibility of dissolving the current District and its 1964 tax base and then going to the voters to form a new District. They feel that the District won’t be able to continue without a new tax base. Traci will check on the options and legal ramifications.

The Board discussed having signs made to place at each cemetery for Memorial Day weekend. It was decided that they would also try to have someone on hand to give out letters to visitors. Wilma stated that she will have someone present at the Springwater Cemetery.

It became the goal of the Board to raise $15,000 in donations to make up for the cash short fall this fall.

6. PUBLIC INPUT

None.

7. ADJOURNMENT

The meeting was adjourned at 9:00 am.